640 Sources of Verification

Sources of verification include documentary evidence, collateral contacts or home visits. In all cases the source of the verification must be documented in the case record. (A) Documentary Evidence. Workers shall use documentary evidence as the primary source of verification for all items except household size which may be verified by collateral contact. Documentary evidence consists of a written confirmation of a household's circumstances. Examples of documentary evidence shall include: wage stubs, SDX data, and utility bills. Although documentary evidence shall be the primary source of verification, acceptable verification shall not be limited to any specific type of document and may be obtained through the household or other source. Workers shall use an alternate source of verification such as collateral contact or home visit, when documentary evidence cannot be obtained or is insufficient to make a firm determination of eligibility or benefit level. When the verification is an original document, a photocopy of the document must be made, if possible. If circumstances prevent the photocopying of a document and a copy is not available, the worker must record the source and date of the document. The household must be permitted to keep the original document. (B) Collateral Contact. A collateral contact is a verbal confirmation of a household's circumstances by a person outside of the household. The collateral contact may be made either in person or over the telephone. The acceptability of a collateral contact shall not be restricted to a particular individual but may be anyone who can be expected to provide accurate third-party verification of the household's statements. Examples of acceptable collateral contacts are employers, landlords, social service agencies, migrant service agencies, and neighbors of the household. The worker shall rely on the household to provide the name of any collateral contact. The household may request assistance in designating a collateral contact. The worker is responsible for obtaining verification from acceptable collateral contacts and is not required to use a collateral contact designated by the household if it cannot be expected to provide accurate third-party verification. When the collateral contact is unacceptable, the worker shall either ask the household to designate another collateral contact or substitute a home visit. SDX documents are not considered collateral contacts and therefore need not be designated by the household. (C) Home Visit. Home visits shall be used as verification only if documentary evidence cannot be obtained or is insufficient to make a determination of eligibility or benefit level, and the visit is scheduled in advance with the household.